What is program management? Examples, skills & best practices

When you’re managing multiple projects, it can feel like you’re juggling several balls that you’re just barely keeping off the ground. In order to keep the balls in the air, you need to see the big picture across the various initiatives while also managing the work of each individual project. Project management can help you coordinate multiple projects at once, but if the projects you’re managing are interconnected, there’s a better way: program management.

When done properly, program management helps you prioritize and manage similar initiatives. In this guide, we’ll cover everything you need to know about program management so you can start implementing it today.

What is program management?

Program management is the simultaneous management of multiple related projects. Because they’re coordinated under the same program umbrella, program managers can streamline the related processes, staffing, and management of each project, reducing any related work about work.  Program managers also align project objectives with larger business goals and report on metrics with routine status updates throughout each project’s lifecycle.

As a program manager, you will oversee the connected projects within the program and develop a resource management plan for the overall program. You’ll create plans for projects within your program, such as roadmaps and strategic plans, and have processes for when things don’t go as expected (for example, change management).

Importance of program management

If you’re already managing multiple projects, you might be wondering, is there really that much of a difference between what I’m already doing and program management? The answer is: there can be! Though not every team needs it, there are four main benefits to program management.

1. Connect projects to strategic business goals

In addition to coordinating multiple projects within the program, the program manager also has a big picture, holistic perspective on the projects within the program. As the program manager, you can tie each project’s objective to the program’s objective, then ensure the program’s objectives are closely aligned with your company goals and OKRs.

2. View project interdependencies

Because the program manager is in charge of several related projects, it can be easier for them to visualize project interdependencies and triage any issues that occur. If you manage a variety of different projects, there may be dependencies between them, but those dependencies can be hard to visualize if you’re looking at each project individually. As a program manager, you’ll not only have your eyes on the prize—in this case, your company’s strategic business goals—you’ll also have your ears to the ground. Program management is the best way to coordinate work across related projects in real-time.

3. Simplify resource allocation

In addition to visualizing and managing project interdependencies, the program manager can also help simplify and streamline resource allocation. Because they have insight into all of the projects within the program and how those projects interconnect, they can best see which project needs which resources—whether the required resource is an employee’s time, an increase in budget, or a new tool or software.

Because the work is funded at the program level, the program manager and the SRO can work together to best identify which projects need which resources. If one project team is hitting their goals ahead of schedule, the program manager can redistribute project resources in order to make sure every project within the program hits its goals.

4. Align on risks and opportunities

In a program, as you can imagine, both the risks and the opportunities are magnified because of the number of projects. But because the program manager has a big-picture view of all of the projects within a program, they can more accurately prevent risks and jump on opportunities.

For example, one element of project risk management is resource allocation and making sure every project team is balanced and well staffed. On a program level, you can allocate and redistribute resources as needed in order to reduce the risk that a project is understaffed, over budget, or off track.

On the other hand, because the program manager is keyed into how the program will impact and contribute to strategic business goals, they can identify new opportunities like extending a project’s end date or modifying the project plan to hit an additional deliverable.

Program management skills

Ever felt like you're herding cats while juggling flaming torches? Welcome to program management! It's where grand visions meet messy realities, and where your ability to keep all the plates spinning can make or break organizational goals.

But fear not! With the right management skills in your toolkit, you can turn chaos into coordination and confusion into clarity. Here are the program management skills you need to master:

1. Communication skills: From boardroom bigwigs to coding wizards, you'll need to translate complex ideas into language everyone understands. It's about building bridges, not walls, between team members and keeping everyone on the same page—even when that page keeps changing.

2. Strategic planning: Map out the entire program lifecycle. You'll need to align individual projects with strategic objectives, anticipate roadblocks before they appear, and create a plan that's flexible. It's chess, not checkers.

3. Decision-making: When everything's going haywire and stakeholders are clamoring for answers, you'll need to make smart calls under pressure. It's about weighing options, considering interdependencies, and having the courage to change course when needed.

4. Risk management: Identify potential pitfalls, create bulletproof contingency plans, and know when to raise the red flag. It's not about being pessimistic; it's about being prepared for whatever the program lifecycle throws at you.

5. Prioritization: With multiple related projects vying for attention, you'll need to allocate resources like a pro. Your ability to prioritize could be the difference between program success and a spectacular flop.

6. Leadership: Rally your team around program objectives, foster a culture of innovation, and keep everyone motivated when the going gets tough. Be the captain who steers the ship through stormy seas, not just the person who shouts orders.

7. Adaptability: Perhaps the most important program management skill is learning to pivot gracefully and turning unexpected challenges into opportunities for growth.

Program manager roles and responsibilities

There are a variety of roles—and acronyms—within the program management process. If you’re developing a new program management process for your organization, you might not need to use every one of these roles and responsibilities, but it’s important to know what they are and what each role brings to the program.

What does a program manager do?

A program manager is in charge of a group of related projects. One of a program manager’s key responsibilities is to make sure the program goals align with their company’s objectives. The program manager should frequently check in on the progress of the projects within their program to confirm they’re still aligned with strategic and business goals.

A successful program manager will also:

• Gain executive buy-in for the program

• Manage expectations above and below them

• Bring cohesive decision-making to the program

• Build a resource management plan across the program

• Mitigate risks and act on opportunities by creating a risk register. 

• Manage resources throughout the program, including cost management and resource allocation.

Sponsor or Sponsoring group

The Sponsor is the most senior member of the program organization. It’s the Sponsor’s responsibility to approve and authorize key elements of the program, like funding, deliverables, and any relevant business cases if necessary. The Sponsor should also support the program and help gain executive buy-in. Finally, the Sponsor will appoint the Senior Responsible Owner (SRO).

Senior Responsible Owner (SRO)

The SRO is appointed by the Sponsor. It’s the Senior Responsible Owner’s job to make decisions on behalf of the Sponsoring Group—the SRO is ultimately responsible for making sure the program meets its program objectives. Though the Sponsor approves the major financials, like the program budget, it’s the SRO’s responsibility to source the money from various team budgets or their company’s financial team.

Additionally, the Senior Responsible Owner will work closely with the program manager to ensure the program is strategically aligned with business objectives. Though the program manager is in charge of bringing the program to life; it’s the SRO’s responsibility to maintain strategic alignment between the program and the organization’s senior stakeholders.

Business Change Manager (BCM)

The BCM is primarily responsible for developing and executing the benefit realization plan, which is the process of ensuring the program is adding measurable value to the organization. The program manager will work with the SRO to define and achieve the program’s outputs—but it’s the BCM’s responsibility to make sure those outputs are utilized.

How to become a program manager

Stepping into the shoes of a program manager doesn't happen overnight, but with the right approach, you can set yourself up for success. Here's a simplified roadmap:

• Master project management: Cut your teeth managing individual projects. Get comfortable with project planning, stakeholder management, and delivering successful projects.

• Broaden your perspective: Develop skills in strategic thinking and managing interdependencies. Start looking beyond single projects to how they fit into larger business objectives.

• Gain relevant experience: Seek opportunities to manage multiple related projects or complex initiatives. This hands-on experience is crucial for understanding program lifecycle and management.

• Consider certification: While not mandatory, a Program Management Professional (PgMP) certification from the Project Management Institute (PMI) can boost your credibility and knowledge.

• Hone your leadership skills: As a program manager, you'll be guiding teams and influencing decision-making at a higher level. Focus on developing strong communication skills and a strategic mindset.

Remember, becoming a program manager is about evolving your perspective from managing projects to orchestrating initiatives that drive significant organizational goals. It's a challenging but rewarding path for those who thrive on seeing the big picture come to life.

How to create a program management plan

Creating a solid program management plan is important for guiding your initiatives to success. Here's how to develop a plan that's both comprehensive and practical.

1. Clarify the big picture. Start by defining your program's purpose and goals. How does it align with your organization's strategy? This vision will be your north star.

Example: A manufacturing company's program to "implement sustainable production practices" aims to reduce carbon emissions by 30% and waste by 25% within two years.

2. Outline the scope. Identify all the projects within your program and their objectives. Be clear about what's in and what's out.

Example: The program includes projects like "upgrade to energy-efficient machinery," "implement recycling systems," and "develop green packaging solutions."

3. Map the journey. Create a high-level timeline that shows how your projects fit together. Include key milestones and decision points.

Example: The machinery upgrade starts in Q1, recycling systems implementation begins in Q2, and green packaging development kicks off in Q3.

4. Assemble your team. Define roles and responsibilities. Who's accountable for what? This includes program leadership, project managers, and key stakeholders.

Example: Assign a program manager, project leads for each initiative, and key stakeholders from production, engineering, and supply chain departments.

5. Plan your resources. Determine what you'll need in terms of people, budget, and tools. Consider how resources might be shared across projects.

Example: Allocate a $5 million budget, with 50% for machinery upgrades, 30% for recycling systems, and 20% for green packaging development.

6. Anticipate challenges. Identify potential risks and develop strategies to address them. Think about both program-level and project-specific risks.

Example: Risk of production slowdown during machinery upgrades mitigated by planning a phased implementation during scheduled maintenance periods.

7. Set up your project management framework. Decide how you'll keep everyone informed and aligned. This includes reporting structures and meeting cadences.

Example: Weekly project lead check-ins, biweekly cross-functional team meetings, and monthly executive briefings on program progress.

8. Define project success. Establish clear, measurable criteria for what success looks like for your program. These should tie directly to your initial goals.

Example: 30% reduction in carbon emissions, 25% reduction in waste, 100% recyclable packaging, and maintaining or improving current production output levels.

Remember, your program management plan isn't set in stone. It should be a living document that evolves as you progress. The key is to create a plan that provides clear direction while remaining flexible enough to adapt to changing circumstances.

Program management examples

Whether you're a seasoned program manager looking for fresh perspectives or a newcomer trying to grasp the real-world applications of program management, these examples will provide valuable food for thought.

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Program management in Agile software development

In this scenario, the program manager oversees the launch of a new cloud-based enterprise software suite. Here's how they apply the program management framework:

1. Strategic alignment: They work with C-level executives to ensure the product roadmap aligns with the company's strategic objectives of increasing market share and diversifying revenue streams.

2. Project coordination: The program encompasses five related projects: core platform development, mobile app creation, API integration, security infrastructure, and user experience design. The program manager:

• Establishes clear interdependencies between these projects

• Sets up a shared program management tool for real-time progress tracking.

• Implements biweekly cross-project sync meetings to address bottlenecks.

3. Resource management: They collaborate with HR and department heads to:

• Allocate developers, designers, and QA specialists across projects.

• Identify skill gaps and arrange for necessary training or hiring.

4. Risk mitigation: Actively identify and address potential roadblocks through:

• Conducting monthly risk assessment workshops with project leads.

• Developing contingency plans for potential issues like data migration challenges or regulatory changes.

• Establishing a risk response team to quickly address emerging problems.

5. Stakeholder management: Foster alignment and buy-in across diverse groups by:

• Creating a communication plan tailoring updates for different stakeholder groups (e.g., investors, partners, internal teams).

• Hosting monthly steering committee meetings to keep executives informed and aligned.

6. Agile integration: Coordinate multiple Agile teams within the broader program framework by:

• Implementing a Scaled Agile Framework (SAFe) to coordinate multiple Agile teams.

• Aligning sprint cycles across projects to facilitate integration points.

• Conducting program-level retrospectives to continuously improve processes.

By focusing on these specific activities and strategies, this example provides a clearer picture of how a program management plan works in practice.

Program management case study: Discovery Digital Studios

Discovery Inc. is the media giant behind big-name entertainment networks like TLC, Animal Planet, and Food Network. Their Digital Studios content teams create thousands of videos every month for social media platforms and consumer apps.

Content Operations Director Mike Singer and his team used to track content production using spreadsheets and email threads. Mike needed a shared platform that could provide a high-level view of all content in development at once while also capturing last-minute details of the production process for each video along with its status. In short, he needed a program management tool like Asana. Asana’s customizable workflows would allow them to define complex content processes, give stakeholders a simple picture of the entire team’s output, and keep individual contributors and external teams connected and informed.

We had half a dozen workflows that were tracked separately. It was great to conjoin them in Asana, see how they interlock, and notice dependencies that you couldn’t see in a spreadsheet.”

Discovery’s content teams also use Portfolios to get a bird’s-eye view of a specific group of active productions. For example, they may create a new portfolio to track a program of cooking class projects for the Food Network Kitchen app and oversee the status and go-live dates of connected content campaign projects.

The teams also use integrations to connect Asana to the rest of their tools. With the Asana for Outlook integration, they can turn email action items into Asana tasks right from their inbox. They can also add any email to a task as a comment, reducing inbox clutter while saving important information. The Asana for Slack integration lets them see project updates, add comments, and create new tasks without leaving the Slack platform. And thanks to the Zapier + Asana integration, the team has saved time by automating more of their processes.

This visibility lets the team accurately predict how long work will take. It also helps them notice delays in a project, diagnose the sticking points, and get back on track. The whole team works more efficiently because everything is centralized, streamlined, and visible.

Frustration over not knowing where information was just disappeared. It was a cultural shift into stress relief. You could see that things were flowing more easily.”

To learn more about how the Discovery Digital Studios team uses Asana, read the full case study.

Program management best practices

It's important to have a solid plan when managing programs. Each one has its own unique challenges, but following these five tried-and-true best practices can help keep things aligned with your organization’s bigger picture.

1. Create a detailed program management plan

Think of your program management plan as the playbook for success. It should clearly outline your objectives, timelines, key milestones, and how resources will be allocated. This keeps everyone on the same page and ensures there’s no confusion about what needs to get done and when.

2. Align programs with strategic goals

Programs shouldn’t operate in a vacuum. One of the most important best practices is making sure that your program’s goals support your organization’s overall strategy. This keeps the program relevant and confirms that you’re making the best use of time and resources.

3. Keep stakeholders in the loop

Open and frequent communication is key to program management. Involving stakeholders early on and keeping them updated throughout the program helps build trust and ensures everyone is on the same page. It also makes it easier to address any issues before they become major roadblocks.

4. Manage risks proactively

Every program faces risks, but good program managers know how to spot potential problems early. Building risk management into your program management plan means you’re not caught off guard. By having a solid contingency plan, you can navigate issues without throwing the whole program off course.

5. Use data to drive decisions

The best decisions are data-driven. By tracking key metrics, you can make informed choices that keep your program moving in the right direction. Whether it’s adjusting resources or tweaking timelines, having solid data helps ensure you're always one step ahead.

Following these program management best practices can make a world of difference in how efficiently and effectively your program runs, setting you up for success every step of the way.

Program management tools

When it comes to managing complex programs, Asana stands out as one of the most powerful and user-friendly tools available. It offers a wide range of features that help program managers stay organized, improve team collaboration, and ensure that programs are delivered on time and within budget. Let’s dive into how Asana can be a game-changer for your program management needs.

1. Centralized task management: Asana allows you to create tasks, assign them to team members, set deadlines, and track progress—all from a single platform. This centralized task management makes it easy to oversee multiple projects within a program, ensuring nothing slips through the cracks.

2. Customizable workflows: Every program is unique, and Asana’s customizable workflows allow you to tailor the tool to fit your specific needs. You can create custom task fields, set up approval processes, and automate repetitive tasks, making your program management plan more efficient and aligned with your goals.

3. Timeline view (Gantt charts): One of the standout features of Asana is its timeline view, which functions much like a Gantt chart. This visual representation helps you see the entire program’s progress at a glance, making it easier to track dependencies, manage deadlines, and spot potential bottlenecks before they become issues.

4. Collaborative features: Collaboration is key in any program management scenario, and Asana excels in this area. It allows for seamless communication within tasks and projects, where team members can leave comments, upload files, and ask for updates. Asana also integrates with tools like Slack and Microsoft Teams to further streamline communication across the board.

5. Reporting and insights: Data-driven decision-making is essential for successful programs, and Asana’s robust reporting features make this easy. You can generate reports that track key metrics like task completion rates, team workloads, and overall program progress. These insights allow program managers to make informed decisions and adjust strategies as needed to keep things on track.

6. Resource management: With Asana’s workload management feature, you can visualize how much work is assigned to each team member. This ensures that resources are balanced effectively, avoiding burnout or underutilization. It’s an important part of keeping your program running smoothly and efficiently.

7. Integration with other tools: Asana plays well with others. It integrates with a wide variety of popular tools like Google Drive, Dropbox, Salesforce, and Jira, allowing you to sync data across platforms and enhance your program management workflows. This guarantees that your team has everything they need in one place, reducing the time spent switching between apps.

By using Asana as your go-to program management tool, you can streamline processes, foster better collaboration, and gain the visibility you need to successfully guide your program to completion.

Program management alternatives

While program management is a powerful approach for coordinating multiple related projects, it's not the only game in town. Let's break down some popular alternatives project management professionals use every day and see how they stack up.

Program management vs. project management

A project is a collection of tasks that accomplish a specific goal. Project management is the process of planning, managing, and executing your team’s work. Project management software helps teams do that by increasing clarity and improving team collaboration.

A program, on the other hand, is a group of projects that accomplish strategic business goals. For example, all of the new features your company is launching in a quarter would be considered a program, despite the fact that each feature would likely have its own project. Program management helps you manage these longer-term, interdependent feature launches in alignment with your company goals. The program will include a variety of connected projects, which may each have a project manager and supporting team members. Learn more about the differences between a program manager and a project manager’s responsibilities.

Program management vs. project portfolio management

Program management and project portfolio management are very similar—the difference lies in the types of projects that are being managed. In program management, the projects within the program are connected and often interdependent. For example, a program might be a collection of all of the marketing campaigns to promote new features that are going to be launched throughout the year or even a grant management plan for nonprofit organizations. All of these features are connected, so they would fall under program management instead of project portfolio management. On the other hand, a portfolio might be all of the marketing initiatives within a quarter or a year, whether they’re connected or not. Project portfolio management software is the tool teams use to track those projects and share insight with stakeholders.

Program management vs. product management

Product management is the development of new products within a company. A product manager is a team leader responsible for guiding the success of a product—from sourcing user input all the way to a successful product launch.

Alternatively, a program could encompass any type of initiative—including a new product. You could create a program to manage your product development process for the upcoming year. The individual product development projects would have their own product manager, but the entire program would be overseen by a program manager.

Program management vs. work management

Program management, like the five phases of project management and project portfolio management, are subsets of work management. Work management is a systemic approach to orchestrating an organization’s workflows—whether that’s a project, an ongoing process, or routine tasks—to provide the clarity teams need in order to hit their goals. Work management focuses on coordinating people, work, and teams across all levels of an organization to ensure that everyone has access to the information they need. With work management software, you can coordinate plans, projects, and processes across your entire organization.

Start managing programs seamlessly with Asana

Program management is a more holistic approach to managing multiple projects and aligning those projects to strategic goals. If managing multiple projects is starting to feel like an unwieldy juggling act, try program management to get a bigger picture view of how the projects are connected.

Every program manager needs support to do their best work. With so many projects and workloads to oversee, having a clear and organized dashboard is crucial to tracking how each project is performing and what’s needed to make it a success. Asana allows you to build our projects, assign tasks, coordinate teams, and track progress all in one central place.

FAQ: Program management

Do I need certification to become a program manager?

There are a variety of program manager certifications available out there, the most prominent of which is the Project Management Institute (PMI) program manager certification. That being said, program management certifications aren’t a requirement in order for you to be considered a program management professional (PMP).

Those who do decide to get certified as program managers do so in order to demonstrate that they’re serious and invested in program management as a career path. A program manager certification can also increase your salary potential or make hiring changes for program manager-related roles.

How much do program managers earn?

Program managers' salaries vary based on location, industry, and experience. On average, they earn between $85,000 and $130,000 annually in the United States. Senior program managers or those working in specialized industries like tech can earn significantly more.

What are the most common challenges in program management?

The most common challenges in program management include managing multiple projects at once, which requires careful coordination and prioritization. Program managers often face the task of aligning diverse teams with the program’s overall goals while also handling resource constraints that can limit progress. Managing stakeholder expectations is another key challenge, especially as changing requirements and scope creep can impact timelines and deliverables.

Is Agile used in program management?

Yes, Agile can be used in program management, especially for programs that include multiple projects utilizing Agile methodologies. Program managers often coordinate Agile teams and ensure alignment with broader program goals, even if not all projects within the program use Agile.

How long does it take to manage a typical program?

The duration of a program can vary greatly depending on its complexity and scope. Some programs may last a few months, while others, especially large-scale programs, can span multiple years.

How do you measure the success of a program?

To measure the success of a program, start by evaluating whether it achieved its key objectives and milestones. Success also depends on staying within the allocated budget, meeting all established deadlines, and ensuring stakeholder satisfaction. Finally, consider the long-term benefits realized after program completion, as these outcomes often reflect the program’s lasting impact.